Facilities Mail Operations Specialist

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Job Description

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CoStar Group Company Intro:

CoStar Group (NASDAQ: CSGP) is a leading global provider of commercial and residential real estate information, analytics, and online marketplaces. Included in the S&P 500 Index and the NASDAQ 100, CoStar Group is on a mission to digitize the world’s real estate, empowering all people to discover properties, insights and connections that improve their businesses and lives.

We have been living and breathing the world of real estate information and online marketplaces for over 35 years, giving us the perspective to create truly unique and valuable offerings to our customers. We’ve continually refined, transformed and perfected our approach to our business, creating a language that has become standard in our industry, for our customers, and even our competitors. We continue that effort today and are always working to improve and drive innovation. This is how we deliver for our customers, our employees, and investors. By equipping the brightest minds with the best resources available, we provide an invaluable edge in real estate.

Job Description:

The Facilities Mail Operations Specialist will be responsible for the delivery and distribution of mail and packages daily to our different Richmond offices. This individual will partner with our different approved carriers and couriers and help to track and process shipments for different clients. This person will also be responsible for office supply and conference room management, helping to manage reservation requests and event set ups.

Responsibilities:

Shipping and Receiving

1. Delivery of all morning and & overnight deliveries to Costar Clients and Costar locations

2. Delivery of UPS/FedEx/other carrier packages daily

3. Shipments must go out prior to the end-of-day, unless otherwise requested by the Client.

Shipping (Outgoing Process)

Receive, sort, and prepare shipments for outgoing delivery by Costar approved carriers and couriers.
Order, own, and maintain all equipment, supplies, and postage.
Pre-sort and check all outgoing materials.
Act as the operational contact between Costar Client and approved carrier or courier.
Utilize Costar -provided systems to track and process shipments. Manage system access and complete
required training to process shipments.

Receiving (Incoming Process)

Receive incoming packages, materials & deliver to addresses.
Provide processes, procedures, and systems to track items received.
Deliver accountable mail once per day, coordinated with the delivery of government mail.
Provide a will call process when the first attempt at delivery fails. Act as the contact between Costar Client and carrier or courier.
Maintain tracking logs and documentation for item receipt and delivery.
Research incorrectly addressed receipts. Supplier may open packages to determine the recipient but
must keep a log of contents.
Process incoming packages for remote employees per Costar guidelines.
File all claims for damaged goods through Costar internal processes.
Manage undeliverable package process, review all undeliverable or questionable packages or mail to determine the appropriate disposal.

Mail Services

Act as the operational contact for postal authorities.

Incoming Mail

Research incorrectly addressed mail (excluding advertisements). Supplier may open mail or package to determine recipient but must keep a log of contents.
Manage personal mail slots relating to occupant changes.
Process mail for remote employees per country specific guidelines.
Manage undeliverable mail process, review all undeliverable or questionable
packages or mail to determine the appropriate disposal.

Outgoing mail

Stamp and check postage on regular site mail. Bulk mailings are the responsibility of the Business Unit.
Stamping may be done externally, or pre-stamped envelopes can be used.
Reorder postage as necessary.
Process international mail following governmental guidelines and in accordance with Client policies.

Delivery of Courier Packages

Sort and prepare packages for pickup and delivery by courier services.
Act as the operational contact between Costar and carrier.
Maintain the records retention requirements for the shipping processes per site guidelines
File all claims for damaged goods
Prepare cost allocations for freight invoices and process the invoices according to local requirements.
Deliver packages following a process similar to the receiving process.
Use available software and mail lockers as appropriate for the site

Internal Mail

Sort and distribute internally generated mail between Costar sites.
Frequently review courier methods to identify cost savings opportunities and lowest cost carriers
Act as program lead/subject matter expert for the shipping function, including training users and interaction with other Client functions.

Office Supply Management

Ensure all supply areas are stocked, keep par inventory of supplies and order supplies as needed

Conference Room Management

Support event set up, room reservation process as requested
Arrange furniture per request, furniture reconfigurations as needed for scheduled meetings as well as returning set up when complete.
Schedule equipment repairs and warranty service on Client owned equipment.
Event support - working with Clients to determine needs related to an event.

Special Projects/Other Duties as Assigned

Waiver management- ie.. Fitness Center Waivers Furniture- basic trouble shooting power lift desk issues Terminated Employee process- Pull term report and walk space. Create use ready space as needed.

Basic Qualifications:

Bachelor’s Degree from an accredited, not-for-profit University or College
6+ months experience in customer focused or administration role
A track record of commitment to prior employers
High attention to detail and organizational skills

What’s in it for you?

When you join CoStar Group, you’ll experience a collaborative and innovative culture working alongside the best and brightest to empower our people and customers to succeed.

We offer you generous compensation and performance-based incentives. CoStar Group also invests in your professional and academic growth with internal training, tuition reimbursement, and an inter-office exchange program.

Our benefits package includes (but is not limited to):

Comprehensive healthcare coverage: Medical / Vision / Dental / Prescription Drug
Life, legal, and supplementary insurance
Virtual and in-person mental health counseling services for individuals and family
Commuter and parking benefits
401(K) retirement plan with matching contributions
Employee stock purchase plan
Paid time off
Tuition reimbursement
On-site fitness center and/or reimbursed fitness center membership costs (location dependent)
Access to CoStar Group’s Diversity, Equity, & Inclusion Employee Resource Groups
Complimentary gourmet coffee, tea, hot chocolate, fresh fruit, and other healthy snacks

We welcome all qualified candidates who are currently eligible to work full-time in the United States to apply. However, please note that CoStar Group is not able to provide visa sponsorship for this position.

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CoStar Group is an Equal Employment Opportunity Employer; we maintain a drug-free workplace and perform pre-employment substance abuse testing